Expression of Interest (EOI)
Consultancy services for providing business analysis advisory for 16 Government of Rwanda public institutions

Reference Number: 83422218
Background
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Great Lakes Region and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and ICT (Information and Communications Technology), Natural Resources, Peace and Security and Sexual and gender-based violence (SGBV).

Context
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology). The GIZ project "Digital Solutions for Sustainable Development" (DSSD) has a mandate to advise Rwandan institutions on the implementation of the Smart Rwanda Master Plan (2016-2020) and its priority projects. The project also aims to promote the development of digital solutions in collaboration with sector ministries, local and international private companies, research institutions and civil society.

The Digital Solutions for Sustainable Development project entered a new phase in 2021. In addition to digital solutions that are being developed together with the Rwandan partner authorities. One of the project objectives is designed to develop initiatives to promote digital participation in collaboration between public and private stakeholders. The assumption here is that digital skills, combined with target-group-specific digital services, will enable a large proportion of the population to be part of the digital transformation and use these services. To reach the target groups effectively, use leveraging effects and develop user-centric services, stronger cooperation between public and private actors is being promoted. This will contribute to develop and offer services in a systematic and coordinated manner.

One of the key beneficiaries of the digitization efforts from the Digital Solutions for Sustainable Development project (DSSD) is the Rwanda Information Society Authority (RISA).

Currently DSSD is in the close working relationship with RISA to strengthen the public institutions’ innovative capacity. This is achieved by working with various public institution’s Chief Digital Officers and business analysts to analyze and map out their various technological challenges.

Purpose of the Assignment
The objective of this assignment is to identify a qualified and experienced consultancy firm to offer hands-on business analysis services to up to 15 public institutions.

The consulting firm will work closely with the chief digital officer and business analyst of each identified public institution and their technical teams to identify, analyze and map the business and functional requirements to various challenges. The consulting firm will also work with the technical team of each public institution to prioritize deliverables and on identified product functionalities as well as contribute to the requirements specification deliverables.

The business analysis services to the public institutions can include, but are not limited to, the following services:

To identify and document the business problem and pain-points, including business activities and systems within the existing environment (AS-IS)
To determine the project's business objectives and desired outcomes (TO-BE)
To capture business requirements using agile approach (gathering stories through user role modeling, writing stories and testing stories, estimate stories story points)
To identify and document the business functions and features as well as the corresponding business process models
To define a high-level system architecture and design the solution
To create a high-level release plan for delivery of the highest priority stories
To obtains key inputs from technical teams to identifies solutions interdependencies.
To make recommendations ranging from but not limited to add-on product suggestions to idea screening, by leveraging their expertise to improve their business offering.
Any other service that is requested and falls under the competency of the bidder.

The contractor is responsible for providing the following services:
Work package 1: Customized business analysis services
The contractor will work closely with the public institutions’ CDO and BA offices within a period of 5 business days per voucher (these can be in a form of a story-writing workshop) to:

To assess existing business environment to identify the business problem and pain-points, including business activities and systems
To elicit requirements using agile approach (gathering stories through user role modeling, writing stories and testing stories, estimate stories story points) and capture various business needs.
To document the future business functions and features as well as the corresponding business process models using BPMN
To create a high-level system architecture and design the solution
To create a high-level release plan for delivery of the highest priority stories

Work package 2: Product Progress Tracking & Reporting

The consulting firm should develop a comprehensive plan to ensure the efficient handover of the business analysis improvement knowledge and processes to the respective CDO’s & BA’s as well as RISA and GIZ.
The following report(s) will be submitted by the contractor at the end of the assignment:

Final Reports: The final reports will elaborate all activities undertaken during the assignment execution. These reports shall: cover the entire process, provide a full account of all aspects of the services’ implementation for the services covered, include the results achieved, and include any relevant reports, publications and updates related to the services offered.

The report should also clearly indicate the intervention logic and propose any relevant modifications going forward.

Expected Deliverables
The contractor is responsible for providing the following services:
Deliverable 1: Work packages. The contractor will work closely with the respective public institutions’ CDO and BA and their technical teams to identify, analyze and map the business and functional requirements to various challenges. and advise them on ways to identify any future similar challenges based on the described work packages.

Deliverable 2: Track the progress of the entire process as well as produce a final detailed report at the completion of the assignment that includes all achieved milestones, challenges faced, and mitigation strategies used and recommendation that can guide future similar assignments.

The consulting firm will ensure that the required work packages and reports are timely submitted and adjusted accordingly as per respective feedback received from all different stakeholders involved.

Certain milestones, as laid out in the table below, are to be achieved by certain dates during the contract term:

Milestone


Deadline/person responsible

Kick-off of project and initial assessment of public institution with respective CDO & BA


T0+ 1 days, contractor

Business process mappings for various challenges identified (Workshop with CDO, BA and their technical team)


T0 + 4 days, contractor, short term expert pool

Submit Final report detailing achieved milestones, Visual models, requirements documentation… to CDO’s office, RISA & GIZ


T0 + 5 days, contractor

The selected consulting firm will carry out this assignment (of up to 16 public institutions) in a period starting from contract signing to end of October 2023. However, the consultant will work with each public institution for up to 5 working days and will be invoicing work/services executed progressively. i.e., after consulting for at least 3 public institutions.

The selected consulting firm and all its team members must be locally based and must carry out the project locally.

Concept
For the bid, the bidder is required to show how the objectives defined in Chapter 2 are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept). In addition, the bidder must describe the management for the service provision. This should also include a contingency concept if the timeline of the development of the system changes due to the Coronavirus Pandemic.

Technical-methodological concept
Strategy: The bidder is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1). Following this, the bidder presents and justifies the strategy with which it intends to provide the services for which it is responsible (see Chapter 2).

The bidder is required to present the actors relevant for the services for which it is responsible and describe the cooperation with them.

The bidder is required to present and explain its approach to steering the measures with the project partners and its contribution to the results-based monitoring system.

The bidder is required to describe the key processes for the services for which it is responsible and create a schedule that describes how the services according to Chapter 2 are to be provided. The bidder is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors in accordance with Chapter 2.

The bidder is required to describe its contribution to knowledge management for the partner and GIZ and promote scaling-up effects (learning and innovation).

Project management of the contractor
The contractor is responsible for selecting, preparing, and steering the experts (national, short, and long term) assigned to perform the advisory tasks.
The contractor makes available equipment and supplies (consumables) and assumes the associated operating and administrative costs.
The contractor manages costs and expenditures, accounting processes and invoicing in line with the requirements of GIZ.

The bidder is required to draw up a personnel assignment plan with explanatory notes that lists all the experts proposed in the bid; the plan includes information on assignment dates (duration and expert days) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule.

Details about backstopping
The bidder is required to describe its backstopping concept. The following services are part of the standard backstopping package, which (like ancillary personnel costs) must be factored into the fee schedules of the staff listed in the bid in accordance with section 5.4 of the AVB:

Service-delivery control
Managing adaptations to changing conditions
Ensuring the flow of information between GIZ and field staff
Contractor’s responsibility for seconded personnel
Process-oriented technical-conceptual steering of the consultancy inputs
Securing the administrative conclusion of the project
Ensuring compliance with reporting requirements
Providing specialist support for the on-site team by staff at company headquarters
Sharing the lessons learned by the contractor and leveraging the value of lessons learned on site

Personnel concept
The bidder is required to provide personnel who are suited to filling the positions described, based on their CVs, the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points.

Bidder

Tasks of the bidder
Overall responsibility for the advisory packages of the contract (quality and deadlines)
Coordinating and ensuring communication with GIZ, partners and others involved in the project
Personnel management, in particular; identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting all experts
Regular reporting in accordance with deadlines.

Qualifications of the bidder

Education/training (2.1.1): MSc. in Business Administration, or recognized degree in informatics and business analysis, or another related field.
Language (2.1.2): Good business language skills in English and Kinyarwanda
General professional experience (2.1.3): 5 years of professional with agile software development methodologies
Specific professional experience (2.1.4): 5 years in developing and refining tech products.
Leadership/management experience (2.1.5): 5 years of management/leadership experience as project team leader or manager in a company

Short-term expert pool
Tasks of the team member(s)
Worshop facilitator with metrics-driven analysis mind and an eye for imagination.
Responsible for identifying all and any technical challenges/needs of the public institutions
Responsible to attend to any other assignment activity, procedure, monitoring related tasks that may come up during this assignment.

Qualifications of the team member(s)

Education/training (2.6.1): BSc in Business Administrator, or recognized degree in informatics and business analysis, or another related field.
Language (2.6.2): Good business language skills in English and Kinyarwanda
General professional experience (2.6.3): 5 years of professional experience in the Jira and Confluence collaboration tools
Specific professional experience (2.6.4): 5 years in developing visual models for requirements (e.g., wireframes, UML diagrams, etc.)

Soft skills of the team member(s)

In addition to their specialist qualifications, the following Skills are required of team member(s):

Team skills
Initiative
Communication skills
Sociocultural competence
Efficient, partner- and client-focused working methods
Interdisciplinary thinking

Costing requirements
Assignment of personnel
Short term expert pool: On-site assignment in Kigali, Rwanda for 5 expert days

The bidder should calculate their price bid based on the work packages in Section 2 for only one public institution.

Inputs of GIZ or other actors

GIZ and/or other actors are expected to make the following available:

Workspaces to host workshop at the Digital Transformation center (depending on availability of space)

Requirements on the format of the bid
The structure of the bid must correspond to the structure of the TORs. In particular, the detailed structure of the concept (Chapter 3) is to be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). It must be legible (font size 11 or larger) and clearly formulated. The bid is drawn up in English.

The complete bid shall not exceed 10 pages (excluding CVs).

The CVs of the personnel proposed in accordance with Chapter 4 of the TORs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long.

If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.

Please calculate your price bid based exactly on the costing requirements. In the contract the contractor has no claim to fully exhaust the days/travel/workshops/ budgets. The number of days/travel/workshops and the budget amount shall be agreed in the contract as ‘up to’ amounts.

Submission of offer
The Expression of Interest should contain the following:

Technical Proposal:

A cover letter expressing your interest in this assignment
Technical proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, on how will be your approach to complete the assignment
CVs of the expert proposed
Company registration certificate (RDB)
VAT registration certificate
Latest tax clearance certificate
Proof of successful completion of related assignments.

Financial Proposal: indicates the all-inclusive total contract price, supported by a breakdown of all costs. The costs must be in RWF and VAT excluded.

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 27th October 2022

Please you must write on each email subject this sentence: 83422218-Technical/financial offer, without this sentence, your offer may not be considered

Hard copies are not allowed this time

GIZ reserves all rights

List of abbreviations

BMZ German Federal Ministry for Economic Cooperation and Development

GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit

DSSD Digital Solutions for Sustainable Development

GOR Government of Rwanda

SDG Sustainable Development Goals

TOR Terms of Reference

DTC Digital Transformation Center

CDO Chief Digital Officer

BPMN Business Process mapping and notation

BA Business Analyst